Business Services - Vendor Info

Vendor's Guide

All vendors wishing to do business with the Southeastern Public Service Authority (SPSA) may register by submitting their company name, address, phone number, fax number, contact person and commodity interested in by e-mail to purchasing@spsa.com.

Vendors may be removed from the bidders' list when they indicate a lack of interest in responding to solicitations, fail to perform in accordance with contract provisions or submit a written request.

Buyer Responsibilities

It is the Purchasing Office's responsibility to direct and manage all phases of SPSA's purchasing system to include:

Execution of all purchase, lease, and rental contracts for equipment, materials, supplies, and services.

Development of and authorization for annual and short term purchase contracts for equipment, materials, supplies and services.

Utilization of competitive bidding procedures.

The Purchasing Office ensures competition through competitive bidding procedures adopted by SPSA on July 1, 2005, and outlined in the SPSA Purchasing Manual.

SPSA Purchasing Requirements

Purchases are made using the following guidelines:

Up to $4,999.99 - No quotes required.

$5,000 - $29,999 - Three quotes required.

$30,000 & Above - Formal bid process required.

Specifications are sent with all mailed bid solicitations. In some cases, it may be necessary to use trade names or model numbers to designate the quality of merchandise desired.

In such cases "or equal" will be specified. The decision of "equal" rests solely with SPSA. The burden of proving "equality" rests with the vendor.

SPSA Purchasing Requirements (cont.)

When specifications are received, they must be read carefully. Any alteration to or deviation from the specifications by a prospective bidder may disqualify the bid.

SPSA uses "Invitations to Bid" and "Requests for Proposal" opportunities for competitive bids. Vendors should allow sufficient time for the delivery of mail when responding to a bid or request for proposal. Bids also may be hand delivered to the Purchasing Office.

All bids must be in a sealed envelope - plainly marked in the lower left hand corner with the invitation number, and the date and hour of the bid opening.

Vendor Requirements

SPSA strives to promote the highest standards of business ethics in working with vendors. You can be of invaluable service to us if you:

Advise if our specifications for a product can be improved to provide a better, longer-life product, and lower costs.

Address all shipments according to the "ship to" instructions on the purchase order or contract.

Mail all invoices according to the "remit to" instructions on the purchase order or contract.

Ensure that shipments have SPSA's purchase order number on the shipping label.

Make shipments only after a purchase order number has been obtained.

Ensure purchase order number is referenced on all correspondence.

Let us know about improvements in your service and keep us supplied with current catalogs and price lists.

SPSA is a member of the National Institute of Governmental Purchasing (NIGP) and the Virginia Association of Governmental Purchasing (VAGP). SPSA encourages minority and small businesses to participate in our procurement process.